Committee for appointment of Marketing Research Agency · Jaipur, Ahmedabad, Pune, Indore, Goa,...
Transcript of Committee for appointment of Marketing Research Agency · Jaipur, Ahmedabad, Pune, Indore, Goa,...
Request For Proposal (RFP) for appointment of
Public Relations Agency
Request For Proposal (RFP) for appointment of Public Relations Agency
2
Index
Sr No Heading Page no
1 Notice inviting Tender 3
2 Process of selection 3
3 Scope of work 6
4 Criteria for selection 9
5 General Terms and Condition 12
6 Instructions for tendering 20
7 Annexure I- Tender Form-Technical Bid 21
8 Annexure II- Tender Form-Financial Bid 23
9 Annexure III-Format for declaration-cum-certificate of no penalties, no blacklisting and no cases pending
24
10 Annexure IV- Format for client certification 25
Important Dates
Date and Time Venue
Pre Bid Meeting March 15, 2016 at 10.30 AM 19th Floor, Conference Room, IDBI Bank, IDBI Tower, WTC Complex, Cuffe Parade, Mumbai.
Last date of submission of Technical & Financial bids
March 21, 2016 at 10.30 AM
Date of opening Technical Bids March 21, 2016 at 10.30 AM
Date of opening Financial Bids Date and time will be informed only to the qualified agencies in due course
Request For Proposal (RFP) for appointment of Public Relations Agency
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NOTICE INVITING TENDER
Appointment of Public Relations Agency (PR Agency) for
IDBI Bank Limited
1. IDBI Bank Ltd. (IDBI Bank) invites proposals for “Appointment of Public
Relations Agency”.
2. Interested bidders may peruse the detailed RFP hosted on www.idbi.com.
Process of Selection:
IDBI Bank would be detailing the minimum pre-qualification requirements
and the process of selection in the RFP.
The designated Committee would evaluate the quality of Bidders on the
criteria mentioned in the RFP based on their proposals received and
fulfillment of eligibility criteria (technical bid). The technically eligible agencies
would be called to make a presentation before a designated Committee at
IDBI Bank, Mumbai. The presentation would be evaluated on a score of 100.
Financial Bids of only the short listed Bidders (who score at least 60 out of
100 in the presentation) would be considered.
The marks scored in the presentation which essentially rates the bidder on
quality criteria will be given a weightage of 60 %. The financial bids will be
given a weightage of 40 %. The combined score of presentation and financial
bids will determine the ranking. The formula for calculation of the combined
score is detailed in section „Criteria for Selection‟.
In case of a tie in the combined score between the bidders, the bidder
with higher quality score will be given a higher rank.
The Bank will empanel the top ranked agency based on the ranking derived
from the combined score.
IDBI Bank does not bind itself to accept the lowest or any Tender and has
the right to refuse any Tender without assigning any reason or select any
bidder that is in the final evaluation list. IDBI Bank also reserves the right to
re-issue the Tender without Tenderers having the right to object against such
re-issue.‟ IDBI Bank also reserves the rights to extend the validity period.
The tenure of the contract with the Agencies, so appointed, would run for 3
years from date of appointment under the current RFP. However, this would
be subject to satisfactory performance of the agency every one year from
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date of appointment, which would be solely adjudged by IDBI Bank. In case
the Agency‟s performance is deemed unsatisfactory, their contract will be
terminated as per the provisions of the “termination of contract” clause
mentioned in the RFP. The contract may be extended by IDBI for maximum 6
months after completion of tenure of 3 years.
The remuneration (Retainer) as decided in the financial bid can be raised
by up to 10% at the end of every year, at the sole discretion of IDBI Bank, in
case there is a commensurate increase in work that justifies higher fee;
otherwise the earlier fee would remain valid till end of contract period.
The bidders shall submit their offers strictly in accordance with the Terms
& Conditions of the Tender document. Any tender that stipulates conditions
contrary to the conditions given in the tender document stands disqualified.
The technical and financial bids sh o u ld b e submitted in the sealed
envelopes (please refer to section on instructions for tendering) and must
reach General Manager, Corporate Strategy & Communications Department
(Corporate Communication), IDBI Bank Ltd., 19th floor, IDBI Tower, WTC
Complex, Cuffe Parade, Mumbai – 400005 latest by 10.30 AM on March 21,
2016 and the technical bids will be opened as per schedule below:
Date: March 21, 2016 Time: 10.30 AM
Pre bid meeting: All queries regarding the RFP can be discussed with the
Bank on March 15, 2016 at 10.30 AM in the pre bid meeting.
Any Tenders received by IDBI Bank after the deadline for submission of
tenders prescribed by IDBI Bank will be rejected and returned unopened to
the Bidder. IDBI Bank shall not be responsible for any delay or non-
receipt/ non-delivery of the documents.
During opening of the t e c h n i c a l a n d f i n a n c i a l bids, all bidders
are requested to be present at IDBI Bank, IDBI Tower, WTC Complex,
Cuffe Parade, Mumbai. However, bids would be opened even in the absence
of any or all representatives of the bidder.
IDBI Bank reserves the right to reject any or all the bids without assigning
any reasons thereof.
IDBI Bank also reserves the sole right for carrying
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out amendments/modification/changes including any addendum to this
RFP. S u c h amendments/modification/changes including any addendum
to this RFP shall be notified on the Bank‟s website www.idbi.com and these
will be binding on the agencies.
IDBI Bank reserves the right to extend the deadline without assigning any
reasons thereof. Intimation of the same shall be notified on the Bank‟s
website www.idbi.com
The Bidder shall bear all costs associated with the preparation and submission
of the Tender and IDBI Bank will in no case be held responsible or liable for
these costs, regardless of the conduct or outcome of the tendering process.
Sd/-
(Saumya Chaudhuri)
General Manager- IDBI Bank Ltd.
Date: March 02, 2016
Place: Mumbai
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Scope of Work and Brief for Public Relations Agency
PR Objectives
a) To position IDBI Bank as a fast growing Bank offering a wide range of
products, backed by competent professionals with rich domain expertise.
b) To increase visibility and enhance top-of-mind recall of IDBI Bank
amongst its target audience, leveraging which would help IDBI Bank attract
both retail and corporate clientele.
c) To nurture & enhance the profile of IDBI Bank, consistent with its size, stature
and performance amongst the people in general (that includes the existing
and potential customers of IDBI Bank), the financial community (analysts and
fund managers), potential investors, shareholders and the media.
d) To manage investor perceptions based on IDBI Bank‟s achievements,
financial performance and strategic initiatives for sustained growth and achieve
fair valuation.
Scope of Work
1. Target Audience
a. National media including financial and general publications, magazines,
regional publications, electronic channels
b. Financial community
c. Shareholders / potential shareholders
d. Other stakeholders (employees & customers)
2. Continuous Media activities
a. Ident i f y and maintain a national list of media professionals relevant to
the company.
b. Assist in managing one-on-one relationships of the management with all
identified media professionals.
c. Continuously monitor the media for placing PR messages in industry
stories.
d. Interact with company officials from various departments once every
quarter to create a communication calendar based on known internal
and external communication opportunities.
3. Media activities
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a. Developing all editorial communications to be disseminated to the media
including information kits, press releases, backgrounders, features, etc.
b. Managing all media events like press conferences, product launches,
seminars, select briefings and one-on-one meetings.
c. Disseminating information on a national basis or locally (as per business
requirements) in various conventional media i.e. print, electronic through
press releases including emerging modes of communication.
d. Development and dissemination of IDBI Bank press communications in
digital space.
e. Ensure maximum coverage and visibility for all press releases issued by
the Bank and all the new product launches and activities of the Bank.
4. Market Intelligence & Management Reporting
a. Present a report on daily basis covering news on IDBI Bank, peer Banks
and Banking, Financial Services and Insurance (BFSI) industry. In case of
news on IDBI Bank in Hindi or other regional languages, the same to be
translated in English and submitted along with the main news clippings.
b. Produce a comprehensive report at the end of every month giving
detailed coverage analysis for IDBI Bank and analysis of the same. This
should include but not limited to detailed monitoring of the print, electronic
etc for positive/negative and neutral stories as also vis-à-vis competition.
c. No separate charge will be payable for the above which should form part
of overall quote.
5. Crisis Communication a. Prepare a proactive strategy
b. Identify the target audience for communication
c. Chalk out the key messages
d. Design the communication plan
e. Ensure effective implementation of the plan for desired results
6. Internal Communication activities
a. Assist IDBI Bank in identifying internal communication opportunities
b. Assist IDBI Bank in designing a communication policy and quarterly plan
based on long-term and short-term objectives of IDBI Bank in
consultation with other relevant departments
c. Assist IDBI Bank in designing internal communication literature at regular
intervals.
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7. Number of centres for regular public relations activities - 24 cities viz Mumbai,
Delhi and NCR, Kolkata, Chennai, Bengaluru, Hyderabad, Kochi,
Bhubaneswar, Ranchi, Patna, Guwahati, Lucknow, Dehradun, Chandigarh,
Jaipur, Ahmedabad, Pune, Indore, Goa, Raipur, Bhopal, Nagpur,
Amaravati (A.P) and Kolhapur. Within the overall limit of 24 cities, the Bank
can at its sole discretion modify the list of cities.
8. Investor Relations
a. Prepare and execute a communication strategy for Analysts and investors.
b. Arranging investor meets, analyst meets and conference calls
9. Specialized communication for key stakeholders.
10. Customer Communication
11. The scope of work of selected PR agency may also be extended to all our
foreign branches situated in different parts of the world. However, the PR for
the foreign activities will be assigned on project basis and cost for the same
will be reimbursed as per mutually agreed project cost.
12. Other Deliverables
a. Drafting all external communication matters including articles /
speeches / Press Release
b. Media training for spokespersons and suitable training programmes for PR
officials and identified officials of the Bank.
c. Media audit / perception study once in a year
13. Other miscellaneous activities associated with PR as may be required.
14. Other associated activities / services as may be required by the Bank Cost
for such activities to be determined separately on a case-by-case basis as
per scope of work decided and would be reimbursed by the Bank.
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Criteria for selecting Public Relations Agency
1. Minimum Eligibility Criteria
A list of Qualifying Requirements (QRs) and the supportive documents
that need to be submitted is given below. Any Agency not meeting any of the
following QRs or not submitting any of the documents shall be rejected.
Only those agencies who satisfy all the Qualifying Requirements would be
eligible for being called for giving presentation.
Sr No Qualifying Requirement (QR) Documents to be enclosed
1 (a) The Agency should have been in existence in India since April 01, 2010 or earlier with ability to service the client across India and should have an office in Mumbai.
Incorporation certificate.
1 (b) The Agency must have earned a fee from PR services at least of Rs.15 crores (Rupees Fifteen Crores Only) during each of the three previous financial years i.e April 2012 - March 2015.
Suitable certification by Statutory / Tax Auditors. In case the Agency provides non-PR services also, the fee from PR services only will be considered. Relevant certificate from Statutory / Tax Auditors will be required.
1(c) The agency should be profit making and the Net Worth should be positive during previous financial year (April 2014-March 2015).
Copies of audited balance sheets and profit and loss Accounts OR certificate by Statutory / Tax Auditor.
1(d) The Agency should not have been penalised or found guilty in any court of law and the agency shall not have been blacklisted / debarred by any Central / State Government / PSU / Bank/ RBI/ IBA/ any regulatory authority and not involved in any major litigation that may have impact or compromise the delivery of services required during last three years i.e. April 2012-March 2015 and April 2015 onwards till date.
Self Certification on letter head to be provided as per Annexure III. However IDBI Bank would have the right to independently verify the same.
1(e) The Agency should have worked with at least two banks (of which at least one should be a PSU Bank) for last three years (April 2013 – till date of RFP) with satisfactory performance for the services specified in this RFP.
Certification of satisfactory performance (not more than 1 month old) by the banking clients (of which at least one should be PSU Bank) for last three years (April 2013 – till date of RFP) as per Annexure IV
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Sr No Qualifying Requirement (QR) Documents to be enclosed
1(f) Neither the agency nor its proprietor / directors / partners has defaulted to any Bank.
CIBIL report of the agency and its proprietor / directors / partners.
2. Apart from the above minimum criteria, the Agency is also required to give the following information:
Sr No Document Required
2 (a) Ownership and nature of entity (public, partnership, subsidiary, etc.).
2 (b) Income Tax returns for past three years.
2(c) Board resolution authorizing the authorized signatory to sign on behalf of the agency.
2(d) Proof of address of registered office.
2(e) Service Tax Registration Certificate
Qualitative Evaluation Criteria
Criteria
Weightage
Experience in Banking, Financial Services and Insurance (BFSI) sector
20
Overall PR abilities 20
Ability with respect to Crisis Communication 15
Experience in Investor Relations
10
Ability with respect to Internal Communication / Customer communication
10
Ability to service the Client and scale up the project if necessary
10
Ability to visualize client‟s objectives and to provide customized solutions
15
TOTAL 100
* Only the Agencies scoring 60 or more out of 100 will be eligible for financial bidding. Financial Bids
Financial Bids of only the eligible Bidders (who score at least 60 out of 100 in the
presentation) would be considered. Date and time of opening of financial bids will
be informed only to the qualified agencies in due course
Calculation of Combined Score
Score = 𝑄 𝑤 𝑥 𝐸𝑄𝑆
𝐻𝑄𝑆+ 𝐹 𝑤 𝑥
𝐿𝐶
𝐶
Q(w) = weight of the quality score (60)
HQS= highest evaluated quality score among the qualified bidders
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EQS= evaluated quality score of bidder
F(w)= weight of the financial score (40)
C = rate quoted by the bidder
LC= lowest rate quoted among the qualified bidders
The following is an illustration of the above procedure:
No. Agency Quality score Retainer Fee (in lakhs) Combined Score Rank
1 AAA 60 2 80.00 2
2 BBB 90 3 86.67 1
3 CCC 85 4 76.67 3
Based on this combined score the agencies will be ranked. Agency
scoring the highest combined score is considered as L-1.In the above
example BBB will become L-1.
In case of a tie in the combined score between bidders, the bidder
with higher quality score would be preferred.
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General Terms and Conditions
Assignment
The Agency shall not save and except with the prior written approval of IDBI
Bank, undertake any work of any nature not assigned and/or not mentioned in
the tender and for executing such works. The Agency shall state the nature of
work and probable expenditure thereof. After IDBI Bank has accorded its
consent in writing for execution of such work and / or incurring expenditure
thereof, only then shall the Agency undertake such work and not otherwise.
No rights or liabilities under this Agreement shall be assigned by any of the
Parties hereto without the prior written consent of the Other Party
Agency’s General Responsibilities
The Agency shall, subject to the provisions of the Assignment and with due
care, execute the work and take all responsibility, including the supervision
thereof and all other things, whether of a temporary or permanent nature,
required in and for such execution.
The Agency shall carry out and complete the work in accordance with
prevailing good industry practices and using workmanship of the quality and
standards therein specified, provided that where and to the extent some
approval of the quality of the standards of workmanship is a matter of opinion,
such quality and standards shall be to the satisfaction of IDBI Bank.
Sufficiency of Tender
The Agency shall be deemed to have satisfied itself as to the correctness and
sufficiency of the rates and prices before agreeing to the Terms and
Conditions.
Tenure
The tenure of the contract with the Agencies, so appointed, would run for 3
years from date of appointment under the current RFP. However, this would
be subject to satisfactory performance of each agency every one year from
date of appointment, which would be solely adjudged by IDBI Bank. In case
the performance of any Agency/ies is/are deemed unsatisfactory, their
contract will be terminated as per the provisions of the “termination of
contract” clause mentioned in the RFP. The contract may be extended by
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IDBI for maximum 6 months after completion of tenure of 3 years.
Payment terms
IDBI Bank will make payment of the fee on a monthly basis as applicable. Any
third party cost incurred by the Agency to carry out the above assignment
would be reimbursed to the Agency, provided the cost was incurred with prior
approval from IDBI Bank and all third party supporting document submitted
along with invoice
Taxes
All applicable taxes will be paid by IDBI Bank. The Agency shall be
responsible for deposit of all taxes, duties, levies fees or charges in respect
of the works as required for the Assignment to concerned Government
authorities. Also TDS will be deducted from the payments to the Agency as
per applicable laws.
Statutory authority obligations, notices, fees & charges
The Agency shall comply with and give all notices required by any Act, any
instrument, rule or order made under any Act, or any regulation or byelaw of
any relevant authority which has any jurisdiction with regard to the
assignment. The Agency shall also abide by the rules and regulations of INS,
AAAI, ASCI and other relevant organizations and conform to the aforesaid
rules and regulations.
The Agency would comply with all Applicable Laws as they relate to its
performance under this Agreement. This Agreement shall be governed,
interpreted by and construed in accordance with the substantive laws of India.
Limited Agency
For the limited purpose of purchasing materials and engaging the services of
Third Parties which are necessary for providing the Services under this
Agreement, IDBI Bank would appoint the designated Agency/ies as its agent.
It is expressly clarified that IDBI Bank is responsible for all costs and
expenses incurred by the Agency on behalf of IDBI Bank, which shall be
incurred only on receiving the prior approval of IDBI Bank.
Save and except the “Limited Agency” created under this Agreement, the
Agency/ies appointed would be an independent Party and neither Party is the
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legal representative of the other; further, the Personnel of the Agency/ies and
other Third Parties engaged to perform any Services under this RFP are not
the employees of IDBI Bank.
Rights in Intellectual Property and Material
All the rights relating to the Trade Marks and Copy Rights in respect of
publicity work generated by the Agency on behalf of IDBI Bank and paid for
by IDBI Bank shall vest with IDBI Bank. Provided that IDBI Bank would
reimburse the Agency for any sums of money paid for the assignment
/ licensing of the copyright by way of fees, charges, or otherwise as
provided by the guidelines, regulations, rules, or policies of any
professional body or association, with prior approval from IDBI Bank.
All concepts, communications etc. created or conceived by the Agency on
behalf of IDBI Bank and involving name of IDBI Bank shall not form part of
any award or competition or promotion unless prior written consent of IDBI
Bank has been obtained therefor.
Confidentiality
Information provided under this RFP and subsequent Service Agreement (if
the Agency is selected) is confidential and neither Party shall at any time
either during the association or at any time thereafter divulge either directly or
indirectly to any person(s), firm or company, business entity, or other
organisation whatsoever, any Confidential Information that the Other Party
may acquire during the course of such association or otherwise concerning
the Other Party‟s business, property, contracts, trade secrets, clients or
affairs.
Indemnification
All applicants under the RFP absolutely, irrevocably and unconditionally
hereby indemnifies and undertakes to keep IDBI Bank and /or its directors,
officers, employees, agents, and representatives indemnified and hold
harmless for all time from and against all charges, costs, losses, claims,
demands, damages, liabilities, obligations, suits, judgments, penalties,
proceedings, prosecutions, litigations, or actions, financial or otherwise; at
law or equity, including the expenses of defending any claim of liability by any
third party, and from and against all actual damages sustained, whatsoever,
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whether past, or current suffered or incurred by IDBI Bank and or its
directors, officers, employees, agents and representatives due to reason of
(a) breach, misconduct, omission, or (b) negligence on the part of the Agency
and or its directors, employees, in the performance of the Services including,
but not limited to, any claim arising out of improper or illegal use or adoption
or invasion or infringement of the copyright or intellectual property right.
Termination
In the event of non-performance of the Agency as decided by the Bank or
any disputes or differences arising between the Parties hereto on any matter
/ provision set out in this RFP and subsequent Service Agreement for the
selected Agency, the Parties shall try to resolve the matter amicably inter se.
The defaulting Party shall be given notice of 21 days to alter the situation and
resolve the dispute or reverse the damage caused in any way.
In the event the defaulting Party does not comply with its obligations, on the
termination of the notice period, the Other Party shall be at liberty to
terminate the Agreement, without further notice, and shall additionally have
the right to claim any further rights available under the law, including without
limitation, the right to damages.
Upon termination of the Agreement, the Agency would promptly hand over to
IDBI Bank all Deliverable Items, including work-in-progress, all “as is where
is” condition subject to the mutual settlement of all money due and payable to
them being paid. During the period of notification of termination, the Agency
shall complete pending assignments and IDBI Bank shall agree to settle the
dues in respect of assignments after completion thereof by the Agency,
except if specifically instructed by IDBI Bank to act otherwise.
IDBI Bank would also have the right to terminate such Service Agreement
with three months notice without assigning any reason.
Limitation of Liability
Save and except as provided in “Terms of Compensation” and “Termination”
herein, neither Party shall be liable to the other for any lost revenue, lost
profits or other incidental or consequential damages based on any breach or
default under this Agreement.
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Survival
In the event of the Termination of this Agreement (with the selected Agencies)
in whole or in part, the Clauses titled “Compensation”, “Rights in Intellectual
Property and Material”, “Indemnification”, “Confidentiality”, and “Limitation of
Liability” shall survive and continue in effect and shall ensure to the benefit of
and be binding upon both the Parties, their successors and assigns.
Severability
Each of the above restrictions is separate and severable from the other. Any
provision, which is invalid or unenforceable, shall be ineffective to the extent
of such invalidity or unenforceability, without affecting in any way the
remaining provisions hereof.
Written Notice of change in name, form or control of either Party
The Agency shall provide IDBI Bank with prompt 30 days prior written
notice of any change in Agency‟s name, ownership, or form of
organisation. The Agency shall also provide IDBI Bank with prompt written
notice and in any event within a period of 30 days of the occurrence of any
event, which could jeopardize or materially impact its ability to perform its
obligations under this Agreement in a timely manner.
Force Majeure
If either Party is unable to perform its obligations under this Agreement due to
the occurrence of an event beyond its control (such as acts of God, War like
situations, Riots, Bandhs, Government actions, Earthquakes, Cyclones,
Typhoons, and other natural calamities, etc.), that Party will not be deemed to
have defaulted under this Agreement. Each Party would use all reasonable
efforts to enable performance under this Agreement to continue. If a Force
Majeure situation arises, the Agency shall promptly notify IDBI Bank in writing
of such conditions and shall serve the notice on IDBI Bank within 15 (fifteen)
calendar days from the date of happening of Force Majeure and also submit
all necessary proof to the satisfaction of IDBI Bank and the time when the
Bidder is likely to resume its obligations. IDBI Bank shall decide the
happening of the Force Majeure and the decision of IDBI Bank shall be final,
conclusive and binding on the Bidder. Unless otherwise directed by IDBI
Bank in writing, the Bidder shall continue to perform its obligations under the
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Contract as far as it is reasonably practical, and shall seek all reasonable
alternative means for performance not prevented by the Force Majeure event.
The decision of IDBI Bank in deciding whether the event is force
majeure or not is at the sole discretion of IDBI Bank and binding on the
Bidder. In such a case, the time for performance shall be extended by IDBI
Bank (but shall not be bound to) by a period(s) not less than the duration of
such delay. If the duration of delay continues beyond a period of one month,
IDBI Bank and the Bidder shall hold consultations with each other in an
endeavor to find a solution to the problem and in the event of not finding a
solution, IDBI Bank shall be entitled to terminate the Contract without being
responsible or liable to any damages. Notwithstanding the above, decision of
IDBI Bank shall be final and binding upon the Bidder.
The Agency to conduct as per Good Faith and as per Good Industry Practice
Notwithstanding anything contained in this Agreement, the Agency shall
conduct its obligations as an agent in good faith and exercise reasonable care
as per Good Industry Practice and for removal of doubt the degree of care
shall in no way less than what it is required as if it were a principal. While
acting as an agent The Agency shall be responsible to IDBI Bank for all acts
of negligence, and for consequences emanating from lack of exercise of
reasonable care. The Agency is bound to supervise the proper execution of
contracts entered by it on behalf of IDBI Bank as its agent.
Conflict of interest
The Agency shall strictly avoid conflicts with other assignments/jobs or their
own corporate interest and shall disclose to IDBI Bank all actual and
potential conflicts that exist, arise or may arise in the course of performing
the services after it becomes aware of that conflict.
Sub Contracts
The Agency as and when required may sub contract the work with prior
approval of the Bank provided the intimation in writing of all collaborations be
given to the Bank. However, such notification shall not relieve the agency from
any liability or obligation under the contract. The Agency shall be responsible
for the performance of sub contractors appointed by it.
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Other Conditions
This document is meant to provide information only and upon the express
understanding that the recipients will use it only for the purpose set out herein.
While this document has been prepared in good faith, neither the Bank nor any
of its employees make any representation or warranty or shall have any
responsibility whatsoever in respect of this document. Any liability is accordingly
and expressly disclaimed.
This document constitutes no form of commitment on the part of the Bank.
IDBI Bank reserves the right to appoint auditors to audit the books of account of
the agencies for transactions related to the Bank.
IDBI Bank shall have the right to avail Services from other agencies as well
and this RFP does not confer any exclusive rights to any Agency for Services
rendered/to be rendered. Inter-se allocation of work between the agencies in
such case would be the sole discretion of IDBI Bank and the decision of IDBI
Bank in this regard shall be final.
It is clarified, as and by way of abundant caution that IDBI Bank will have all
ownership and / or license rights on all the ideas, concepts, proposals, logos,
designs, scripts etc developed by the Agency during the course of this
assignment as specified in the RFP and paid for by IDBI Bank.
The Agency shall in respect of the Services, obtain prior written approvals
from the Designated Authorised Signatories of IDBI Bank, in all cases, in
respect of the form, the manner, the extent and the wording of all publicity
materials produced before taking any action under the Agreement.
IDBI Bank would have the right to reject all or any of the applications without
assigning any reason for the same.
From the time the proposals are opened to the time of empanelment, the
agency / ies should not contact the Bank or any of its employees or
representatives on any matter related to the proposal with a view to influence
the examination, evaluation, ranking and empanelment. Such an effort shall
result in rejection of the proposal.
The agency empanelled will have to execute an agreement with the Bank in the
format approved by the Bank. The same will be provided after finalization of
empanelment. If the selected Agency differs / does not agree on any conditions
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/ terms of the contract, the Bank has the right to appoint the next ranked agency
without any obligation or without assigning any reasons to anyone and shall not
be held liable for any losses or damages caused by such action.
Unless and until a formal Agreement is prepared and executed, this Tender
(RFP) together with the written acceptance of the Agency thereof shall
constitute binding Terms and Conditions between the parties.
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INSTRUCTIONS FOR TENDERING
1. Before tendering, the Tenderers are requested to carefully examine the Tender
Documents, Terms & Conditions of Assignment, Specifications and if there is
or appears to be any ambiguity therein they should immediately refer the
matter to IDBI Bank for clarification.
2. (i) The Tenderer shall complete the annexed Form of Tender and
information called for therein, and shall sign on each of the documents
with date. The Authorized signatory of the Tenderer shall put initials at each
page of the Tender Document.
(ii) The Tender shall contain a name with designation, an address, Tel. No.,
email and Fax No. for serving notices required to be served to the Tenderer in
connection with the Tender.
3. The signed Technical Bid shall be placed in a sealed envelope clearly marked
“TECHNICAL BID- Name of Tenderer - Appointment of PR Agency for IDBI Bank
Ltd”. Similarly, the signed Financial Bid shall be placed in a sealed envelope
clearly marked “FINANCIAL BID-Name of Tenderer - Appointment of PR Agency
for IDBI Bank Ltd”. The envelopes containing the Technical Bid and the Financial
Bid shall be placed in an outer envelope and sealed. This outer envelope shall be
super scribed “Appointment of PR Agency for IDBI Bank Ltd- Name of the
tenderer.”
4. All forms may please be filled up in Arial 12 Font in double spacing format.
5. The Tender shall be accompanied by the document proofs for
qualifying requirements in the same order mentioned in the RFP. Documents not
required as part of the Tender should not be provided.
6. All certificates must be on respective letterheads.
7. For any clarification, the tenderer may contact Mr. Sunil Rao, DGM, IDBI
Bank, at (022) 66552214
Request For Proposal (RFP) for appointment of Public Relations Agency
21
Annexure I
FORM OF TENDER- Technical Bid
The General Manager Corporate Communications Division Corporate Strategy and Communications Department IDBI Bank Ltd.
19th Floor, IDBI Tower, WTC Complex Cuffe Parade Mumbai - 400 005
Subject: Empanelment of PR Agency for IDBI Bank-Technical Bid
Having examined the Conditions of Assignment for the above
Contract, i.e. Appointment of PR Agency for IDBI Bank, we qualify under the
minimum eligibility criteria and offer to undertake the work in conformity with
the Conditions of Assignment as stipulated in this RFP.
Sr No Particulars Details
1. Name of Agency
2. Registered Address
3. Website address
4. Nature of entity (proprietorship/partnership/ private/ public etc)
5. Name of Proprietor / Partners / Directors
6. Date of Incorporation
7. Details of authorized contact person
Name
Designation
Telephone nos
Mobile no
Email Address
Fax no
8. Net worth (2014-2015)
9. Profit (2014-2015)
10. Fee from PR services
2012-13
2013-14
2014-15
11. Other relevant information
We hereby certify that all the particulars given above are correct and true to
the best of our knowledge. In case at any stage, it is found that the
information given by us is false / not correct, IDBI Bank shall have the
absolute right to take any action as deemed fit without any prior intimation to
us.
We undertake to complete and deliver the whole of the works comprised
in the RFP and agree to abide by the General Terms and Conditions.
We agree to abide by the terms of this Tender from the date fixed for
Request For Proposal (RFP) for appointment of Public Relations Agency
22
receiving the same or agreed extended period and it shall remain
binding upon us and may be accepted at any time before the expiry of the
period.
Unless and until a formal Agreement is prepared and executed, this
tender together with our written acceptance thereof shall constitute a binding
Terms and Conditions between IDBI Bank and us.
We understand that the Request for Proposal (RFP) does not commit IDBI
Bank to reimburse the Participant for any costs incurred in submission of this
proposal. All statements in this RFP and any pre-contract negotiations,
understandings and agreements resulting from this RFP are preliminary;
consequently, IDBI Bank has no obligation to us until a written contract is
executed.
We understand that IDBI Bank has the right, without assigning any
reasons thereof, to
i) Reject, amend, and modify any proposal contained in the RFP
ii) Terminate this RFP
iii) Negotiate with one or more Participants
iv) Not award the assignment to any of the Participants and / or
recommence the entire process.
v) Contract with one or more Participants for any reasons whatsoever.
vi) Modify the requirements and terms of this RFP and request
revised proposals from some or all of the Participants.
We understand that IDBI Bank reserves the sole right to decide on the
number of agencies and the inter-se allocation of work between them.
List of documents attached with the tender (in the same order, mentioned in the RFP – Criteria for selection)
a) Documents required as per 1 (a)
Name of document submitted b) Documents required as per 1 (b)
Name of document submitted c) …….. (Please attach the documents in the same order in which they are listed above)
Signature of Authorised Person Full Name of Authorised Person Date:
Seal of Agency
Request For Proposal (RFP) for appointment of Public Relations Agency
23
Annexure II
FORM OF TENDER-Financial Bid
The General Manager Corporate Communications Division Corporate Strategy and Communications Department IDBI Bank Ltd.
19th Floor, IDBI Tower, WTC Complex Cuffe Parade Mumbai - 400 005
Subject: Empanelment of PR Agency for IDBI Bank- Financial Bid
We hereby submit our Financial Bid for selection of PR Agency of IDBI Bank Ltd. We
unconditionally agree to abide by the Terms & Conditions specified therein.
Sr No
Particulars Details / Charges
In Figures In words
1 Retainer Fee excluding taxes (monthly) (INR)
We hereby certify that all the particulars given above are correct and true to
the best of our knowledge.
Signature of Authorised Person of bidding agency
Full Name & Designation of Authorised Person
Name of the Bidding Agency
Date:
Seal of Agency
Request For Proposal (RFP) for appointment of Public Relations Agency
24
Annexure III
(On letterhead of the Agency duly stamped and signed)
DECLARATION-CUM-CERTIFICATE
TO WHOM SO EVER IT MAY CONCERN
This is to certify that the Agency has not been penalised or found guilty
in any court of Law and the agency has not been blacklisted / debarred by
any Central / State Government / PSU / Bank / RBI/ IBA / any regulatory
authority during last three years i.e. April 2012-March 2015 and April 2015
onwards till date
Further, this is to certify that our Agency does not have any legal, civil,
criminal, taxation and other cases pending against the company / agency
that may have any impact affecting or compromising the delivery of services
required.
Name:
Designation:
Date:
Request For Proposal (RFP) for appointment of Public Relations Agency
25
Annexure IV
(On letterhead of the client duly stamped and signed)
Date:
TO WHOM SO EVER IT MAY CONCERN
This is to certify that ____________________ is our empanelled PR agency
for more than _______ years.
The performance of the agency is satisfactory during their tenure with us.
Name:
Designation: